Six Sigma Project Management Bizagi Process Modeler

Six Sigma Project Management Bizagi Process Modeler www.bizagi.com

Table of Contents 1 SIX SIGMA PROJECT MANAGEMENT... 4 1.1 SIX SIGMA PROJECT MANAGEMENT... 10 1.1.1 Process Elements... 10 1.1.1.1 Project Charter... 10 1.1.1.2 Define... 12 1.1.1.3 Measure... 13 1.1.1.4 Analyze... 13 1.1.1.5 Improve... 13 1.1.1.6 Control... 14 1.1.1.7 Modify Project... 14 1.1.1.8 Abort Project... 16 1.1.1.9 Minutes... 17 1.1.1.10 Is the Project Finished?... 18 1.1.1.11 Next Phase... 18 1.1.1.12 Is The Project valid?... 18 1.1.1.13 Can The project continue?... 19 2 PHASE... 20 2.1 PHASE... 20 2.1.1 Process Elements... 21 2.1.1.1 Set Phase Details... 21 2.1.1.2 Create Deliverable... 23 2.1.1.3 Finalize Phase... 23 3 CREATE DELIVERABLE... 25 3.1 CREATE DELIVERABLE... 25 www.bizagi.com

3.1.1 Process Elements... 26 3.1.1.1 Create Deliverable... 26 3.1.1.2 Approve Deliverable... 27 3.1.1.3 Deliverable Approved?... 28 3.1.1.4 Other Approval?... 28 3.1.1.5 Finalize Deliverable... 29 4 PERFORMERS... 30 www.bizagi.com 3

1 Six Sigma Project Management Version: 1.0 Author: Bizagi Process Modeler. Successful companies are always searching for new and better ways to do things. Some have found in the Six Sigma methodology, an excellent way to improve their processes. Six Sigma uses statistical tools to measure processes in terms of defects and variation, transforming them into opportunities for business growth. A company that uses Six Sigma is a company whose main priority is the customer s satisfaction. Six Sigma uses five phases (DMAIC) to improve the process: The first phase is Define, where a project is chosen and its goal, scope, and deliverables are established. The second phase is Measure where the current state of the process is measured. In the third phase, Analyze, the root causes of the problems and defects are determined. The fourth phase is to Improve the process, thus a solution is proposed. The last phase is to Control the performance of the process. Implementing a conventional Six Sigma project is usually time-consuming whereby a lot of manual work is required and results are presented in an old fashioned way. www.bizagi.com 4

With Bizagi s Six Sigma Project Management process, companies can perform their projects more effectively. Bizagi s Six Sigma Project Management guides you easily through the DMAIC phases, reduces the task assignment time by assigning activities to the appropriate person in the right time, improves the manner in which information is collected and the project is presented through complete case summaries data and ensures the information availability at all times. Objectives The process covers: Presenting the project information Suggesting the deliverables for each DMAIC phases. Assigning the various project tasks to team members Approving or requesting changes to the deliverables Scope Bizagi s Six Sigma Project Management process is designed to implement and control a Six Sigma Project. It helps to meet the project s goals minimizing effort and resources. The Project Management also requests the necessary information to perform each step of the DMAIC cycle. Global Forms 1. Name: Global Form : Global Form Prototype: www.bizagi.com 5

Summary forms 1. Name: PhaseSummaryForm Prototype: 2. Name: DeliverableSummaryForm Prototype: www.bizagi.com 6

Tabs 1. Name: Project History : The tab holds the project information. Prototype: 2. Name: Comments history : All comments made throughout the process are shown on the form. Prototype: www.bizagi.com 7

3. Name: Phase : The phase information is shown. Prototype: 4. Name: Project Charter : The tab includes the project charter information Prototype: www.bizagi.com 8

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1.1 Six Sigma Project Management 1.1.1 Process Elements 1.1.1.1 Project Charter Six Sigma Project Management starts with the Project Charter task. It is performed by the Project Sponsor. The Sponsor is the person who owns the process or can allocate resources to the project. The Project Charter must be completed for each project, and should include the project justification, deliverables, project objectives, etc. Performers Sponsor Allocations Condition Case Creator The case creator must be the project sponsor Notify assignment Si Forms 1. Name: frm_project_charter : Principal Activity Form www.bizagi.com 10

Prototype: www.bizagi.com 11

2. Name: Add Team Member Prototype: Forms behaviors The form contains a grid validation, it is necessary to include at least one member of the team. Actions Type On Enter On Exit Add the deliverables related to the phase Set the initial phase, Define Set the Actual Start Date Validate that the finish date is after the start date Validate that the finish date from each phase is after the start date of the phase 1.1.1.2 Define In the first phase of a Six Sigma project: Define, the Six Sigma Team answers the question: What is wrong with the way things are?. The team defines the problem statement and describes the current state. Six Sigma Project Management supports the team in many ways. The Template suggests some useful deliverables for the phase, reduces the approval time of them, and provides a more effective way of presenting the results through summary forms. www.bizagi.com 12

1.1.1.3 Measure The second phase is Measure, whereby the Team defines the process and baseline of the current state. It is important that the team specifies the data required, and the way to collect it. Six Sigma Project Management suggests some deliverables that help to answer questions like How is the process working?, What is the variance impact on the customer? or Where are the causes of the problem? Diagram Phase 1.1.1.4 Analyze In this phase, the team identifies the root causes of the problem and validates them. Six Sigma Project Management knows that it is necessary to focus on two things: Analysis of the data Analysis of the process For this reason, the Template proposes some deliverables such as Process Capability and Causes and Effect-diagrams for the analysis of the process. The analysis of the data requires the uses of statistical tools and techniques for example: Design of experiments and Correlation and regression analysis, which are proposed by the template also. Diagram Phase 1.1.1.5 Improve In the previous phases the team understood and validated the causes of variation and determined the state of the process. In the Improve phase the team gives a solution for the problem, defines the necessary human and technological resources to achieve the project goals and executes a pilot test. Diagram Phase www.bizagi.com 13

1.1.1.6 Control In this phase, the team should focus on two things: Solution Implementation and Control Plan. The team needs to monitor the implementation plan based on the pilot test which was performed during the Improve phase. The Implementation must include the working instructions, training process and the Control Plan. Six Sigma Project Management shows all the significant information through the summary form where any member of the team can find all the information related to the project in order that control can be maintained easily and quickly. Diagram Phase 1.1.1.7 Modify Project This task is performed when changes to the scope or objectives of the project are required. The process assigns the task to the Black Belt of the project who is the person who has the authority to make the changes. Performers Black Belt Allocations Condition Black Belt The project can be modified by the black belt of the project. Forms 1. Name: frm_modify_project : Principal Activity Form www.bizagi.com 14

Prototype: www.bizagi.com 15

Actions Type On Enter On Exit Set actual phase Send an email to the team members Notifications Recipients Email subject Email body Inform Black Belt Changes Dear Team about the changes on the project charter. Green Belt Team members in the project The project had some changes Please read the comment history and the project chapter. <SixSigmaProject.ProjectChapter.ProjectBlackBelt.userName> Sponsor Good Day 1.1.1.8 Abort Project When the Project is not linked with the organization s goals or is not clearly defined, it is not a Six Sigma Project and it is necessary to abort it. Performers Sponsor Allocations Condition Case Creator The project can be closed only by the case creator. www.bizagi.com 16

Forms 1. Name: frm_abort_project : Principal Activity Form Prototype: Notifications Recipients Email subject Email body Cancel Sponsor Cancel The Project <SixSigmaProject.ProjectChapter.ProjectName> Project Black Belt Project was aborted because Green Belt Team <SixSigmaProject.CancelProjectReason> Members <SixSigmaProject.ProjectChapter.ProjectSponsor.userName> Good day 1.1.1.9 Minutes Meetings are necessary throughout a Project for all members of the team. Six Sigma Project Management gives the possibility of distributing the minutes of these meetings on a formal basis. www.bizagi.com 17

Form 1.1.1.10 Is the Project Finished? The gateway checks whether the project has finished, if not, it is very important to distribute the minutes of team s meeting to all parties involved. Gateways Yes: If the project is finished the process ends. No: If the projects is not finished the process goes to the Minutes event 1.1.1.11 Next Phase This gateway validates the next phase of the DMAIC to be performed or if the project needs some modification. Yes: If the phase ends correctly, the process continues to the next phase. Changes in project scope required: If the process needs some changes, the process continues to the Modify Project activity. It is performed by the Black Belt of the project. 1.1.1.12 Is The Project valid? If the Black Belt in mutual agreement with the team decides that the project is not a Six Sigma Project, then it has to be aborted. www.bizagi.com 18

Gateways No: If the project is a Six Sigma Project, valid project, the process goes to the first phase of the DMAIC cycle, Define. Yes: If the project is not a valid project, the process continues with the Cancel Project activity. 1.1.1.13 Can the project continue? Gates No: If, after modification, the project is still not valid, then it continues to the Cancel Activity. Next Phase: If the project is valid, the process continues to the next task to be performed. www.bizagi.com 19

2 Phase Version: 1.0 Author: Bizagi Process Modeler. All the DMAIC phases are equally performed because the sub-process is the same for each of them. In each phase it is necessary to establish the details and select the deliverables needed. Finally they will be created to conclude the phase. 2.1 Phase Each phase of the DMAIC process is performed in the same way. In each phase it is necessary to establish the details deliverables which will be completed to finalize the phase. www.bizagi.com 20

2.1.1 Process Elements 2.1.1.1 Set Phase Details The Six Sigma Process Management Process suggests the deliverables that are commonly completed in each phase. The person who performs this activity must select at least one deliverable, which can be modified, as necessary, by the user. Additional deliverables can be included if necessary. Performers Black Belt Allocations Condition Black Belt The task is performed by the black belt assigned to the project Forms 1. Name: frm_set_phase_details> : Principal Activity Form www.bizagi.com 21

Prototype: 2. Name: FrmGridAddPhaseDeliverable : Phase deliverable add form Prototype: Forms behaviors The form includes a grid validation, it is necessary to select at least one deliverable. Actions Type www.bizagi.com 22

On Enter Filter the deliverables from each phase Set Actual Start Date On Exit Remove the deliverables that were not selected Duration 1 day 2.1.1.2 Create Deliverable In the Create Deliverable sub process all the deliverables selected in the Set Phase Details task are created and approved. The deliverables are created in a sequence proposed by the process or by the user. Each deliverable opens a sub process because the information in each ones is different. Also some activities can be performed by different people with the same role. Diagram Create Deliverable Loop type Multi-Instance MI Ordering Sequential 2.1.1.3 Finalize Phase After all the deliverables have been created and approved, it is necessary to select the next activity. If the phase ends correctly, the process continues to the next phase. Otherwise it is necessary to specify the changes required and select the Modify Project option. Allocations Condition Black Belt The task is performed by the black belt assigned to the project Forms 1. Name: frm_finalize Phase : Principal Activity Form www.bizagi.com 23

Prototype: Actions Type On Enter Set Actual Final Date Set the attribute Project modifications required in Null On Exit Set the next phase Set Actual Final Date www.bizagi.com 24

3 Create Deliverable Version: Author: In the Create Deliverable sub process all the deliverables selected in the Set Phase Details task are created and approved. Each deliverable opens a sub process because the information in each is different. Also some activities can be performed by different people whit the same roll. 3.1 Create Deliverable In the Create Deliverable sub process all deliverables selected in the Set Phase Details task are created and approved. Each deliverable opens a sub process because the information in each one is different. Also some activities can be performed by different people with the same role. www.bizagi.com 25

3.1.1 Process Elements 3.1.1.1 Create Deliverable All the Information related to the deliverable must be included. The person who performs the task must attach all the information associated with the deliverable, e.g. date collected, graphics, results, and conclusions. The Six Sigma Process Management Process maintains all the files, and facilitates access and modification of them through the summary form and the Modify Project activity. Performers Green Belt Allocations Condition Team Members The tasks are assigned to the team members by load. Forms 1. Name: frm_create_deliverable : Principal Activity Form Prototype: www.bizagi.com 26

Forms behaviors The form includes a grid validation, it is necessary to add at least one result. Actions Type On Enter Set actual phase Duration 5 days. 3.1.1.2 Approve Deliverable All the Deliverables need two approvals, one from the Green Belt and other from the Black Belt, The gateway validates what approval is next. If at some point the Deliverable is not approved, the process goes to the Create Deliverable activity and the approval process begins again. Performers Black Belt Allocations Condition Green Belt Black Belt All the deliverables need two approvals, one from the Green Belt and the second from the Black Belt. Forms 1. Name: frm_approve_deliverable : Principal Activity Form www.bizagi.com 27

Prototype: 3.1.1.3 Deliverable Approved? All the deliverables need multiple approvals, if the deliverable is approval the process continues with the next validation, if not the Create Deliverable task is performed again. Gateways No: If the deliverable is not approved, the process returns to the Create Deliverable activity. Yes: If the deliverable is approved, the process continues to the next gateway that validates if another approval is required. 3.1.1.4 Other Approval? All Deliverables need several approvals, one from the Green Belt and other from the Black Belt, etc. This gateway validates what approval is next. Gateways Yes: If the Deliverable needs another approval the process continues to the Approve Deliverable task and validates the person who has to perform it. www.bizagi.com 28

No: If the Deliverable does not need another approval the process can continue with the final activity, Finalize Deliverable. 3.1.1.5 Finalize Deliverable Notifications Descrip Recipi Email Email body tion ents subject Inform Black Finalize Dear Team about Belt Deliver the complet ion of the delivera ble Green Belt Team Memb ers able The deliverable <PhaseDeliverables.DeliverableName> is ended. Please review the information about it. <PhaseDeliverables.DeliverableResult> Good Day <PhaseDeliverables.SixSigmaProjectPhase.SixSigmaProject.ProjectChap ter.projectblackbelt.username> www.bizagi.com 29

4 Performers Green Belt (Role) A Green Belt is a person who helps in deploy the success of six sigma techniques, and leads smallscale improvement projects within their respective areas. Black Belt (Role) A Black Belt is a professional who can explain Six Sigma philosophies and principles, including supporting systems and tools. Sponsor (Role) The Sponsor is the person who owns the process or can allocate resources for the project Stakeholder (Role) The Stakeholders are the people who have a direct interest in the outcome of the project. www.bizagi.com 30